MINUTES OF THE MEETING

A meeting is an important activity in organization. It is held for many purposes: to solve problems, to
inform people to make decisions, and to make policies among others.
MINUTES OF THE MEETING – are descriptive report that provides a written record of what
transpired during a meeting.
It is the summary of proceedings.

STANDARD ELEMENTS OF THE MINUTES OF THE

MEETING
INTRODUCTION
1. Name and Address of the organization
2. Type of meeting (special, executive, committee, board, regular emergency)
3. Call to order: time, date, and presiding officer
4. Attendance.
BODY
1. Reading, correction and approval of the previous minutes
” I move that the minutes of the meeting dated March 25 be approved as corrected.”
2. Business arising forms the previous minutes of meeting
3. New Business
a. Agenda 1
b. Agenda 2
c. Agenda 3
CONCLUSION
1. Announcement (including the time and date of the next meeting)
2. Other matters (new topic that need to be covered in the future meetings.
3. Time adjournment
4. Name and signature of the minutes-taker and the Presiding officer.

TIPS FOR PREPARING THE MINUTES OF THE MEETING

1. Use the meeting agenda as a guide in organizing the information in your minutes.
2. Make sure the minutes are factual, free from editorial comments.
3. Summarize the major points of the meeting.
4. Record verbatim parliamentary points such as motions, resolutions, and ppoints of order.
5. Never include the name of the seconder of the motion unles ordered by somebody.
6. Enter the number of votes on each side in matters that required voting.
7. Focus on the action taken rather than on the topics.
8. Be objective. Never let your own personal bias cloud your accuracy in taking down notes.
9. Type the minutes as soon as the meeting is finished.
10. Use single space when preparing the minutes.
11. Number all the pages
 12. Place the corrections made in the previous minutes above the affected line or in the margin.
13. Never throw out the original minutes. As much as possible , attach the original minutes to the
revised one.

C&E University
Literature and Languages Department
Malate, Manila

Minutes of the Meeting (Special Meeting)

March 19, 2016/1400-5000/Room 123

Presiding Officer: Dolor Quirol

Present: Absent:
Avila,Rina Dayrit, Trina
Aznar, Maria
Carlota, Grace
Nuevo, Elaine
Dimas, Girlie
Corona, Ayeng
Macao, Eddie

The meeting started at 1400 with a prayer led by Ms. Nuevo.

PROCEEDINGS:
1.The previous minutes of the meeting dated February 22, 2016 were approved with the following
corrections:
1.1 Attendance: Ms. Rina Avila was not late.
1.2 In the opening prayer, Ms, Ayeng Corona should be addressed as Dr. Ayeng Corona.
2. Business arising from the previous minutes of the meeting
2.1 3.2.6 Attendance will be closely monitored by the checkers.
2.2 3.9.1 The chair will recommend the increase in salary.
3. New Business
3.1 Faculty
3.1.1 The chair explained that one of the bases of non-hiring is breach of contract.
3.1.2 The chair directed all faculty members to dismiss the class on time.
3.2 Administrative Concern
3.2.1 The chair asked the subject coordinators to inform their teacher about the guidelines for
submitting the final papers
3.2.2 The events coordinator announced that there will be a business correspondence seminar
on April 22, 2016, 1300-1700 to be held at the Galang Auditorium.
3.3 Academic matters
3.3.1 The chair reminded the faculty to improve their classroom management skills.
3.3.2 Ms. Yasay reiterated the checking of attendance at the start of the class.
4. Announcements

4.1 Dr. Macao announced that there will be a eucharistic celebration on March 21.
 4.2 The chair informed the body that C&E University has been granted an autonomous status
by CHED.

5.Other matters

5.1 The chair announced that two faculty members from tha department will attend a seminar
organized by the Linguistic Society of the Philippines.

5.2 The chair reminded the body that an appointment is required before a student can have a
meeting with the chair.

The meeting was adjourned at 1500 with a prayer led by Ms. Catherine Carlota.

Respectfully submitted by:

Junjie F. Filas
Secretary

Noted by:

Dr. Dolor Quirol

Department Head

INFORMAL REPORTS
A Report is a type of business communication that provides an update about a project or event related to
an organization.
Reports appear in different forms and types. They may formal and informal reports.
Formal reports-are those that are lengthy and cover complicated topics.
Informal reports- are those that are shorter (usually not more than five pages) and deal with specific
event or aspects of an organization.
Some of the common situations that require an incident report are as follows:

 Machine breakdown
 Installation problems.
 Brawl between and among personnel
 Accidents
 Problem caused by natural calamities.
  Operation -related problems.

STRUCTURE OF AN ORAL INCIDENT REPORT

1.Problem Description- This section narrates the events related to the incident. It includes the
people involved, time, date, place, and problems.
2. Actions Taken- This section states the actions that were taken by the sender or by personnel
directly involved in the incident during or immediately the incident.
3. Recommendations- This section provides some suggestion on how the incident can be
prevented from happening again.

TRIP REPORT- Its purpose is to provide a record of a job-related trip and evaluate
whether it was success or not.

STRUCTURE OF A TRIP REPORT

1.Background- This section provides basic information about the trip. These include the date,
duration, and objective of the trip, the destination, and the rationale for the trip.
2.Discussion- This section contains the details and findings obtained from the trip.
3. Conclusion- This section presents what you have accomplished from the trip such as sales
made and linkages established.
4. Recommendation- This section presents suggestion to make the next trips more successful.

Progress Report-the last type of an informal report that provides an update on the
completion or status of a particular task.
When preparing for a progress report, the following items are explained: 1) completed task since
the last report, 2) task that are in progress, 3) delays and their causes, 4) resolution of the
problems encountered, 5) remaining work, 6) other task to be done, and 7) target completion
date of the task.

STRUCTURE OF A PROGRESS REPORT

I. INTRODUCTION
A. Purpose of the report
B. Period covered by the report
C. Brief Summary
D. Main progress to date or since last report
II. BODY
A. Description of the work completed
1. Completed tasks or accomplished items.
2. Duration of accomplishing the tasks or items.
3. Compliance with the schedule
B. Problems encountered such as delays and incomplete work
 C. Remaining Work
1. Remaining tasks.
2. Projects to be completed
3. Timetable and strategies to do the remaining the tasks
4. Possible risks and strategies in controlling these risks.
III. CONCLUSION
A. Evaluation of current status (with expression of confidence or concern about the
progress)
B. Forecast for project completion
C. Willingness to make adjustments
D. Contact details.

PROPOSALS
All organizations, whether private/public, encounter problems which require proper and/ or
urgent solutions. Thus, members and heads of these organization come up with solutions to
address these problems. Such solutions are best presented in a form or informal proposal.

INFORMAL PROPOSAL- is a form of informal report that aims to persuade its readers to
address a particular problem.

FOUR TYPES OF INFORMAL PROPOSAL

1.SOLICITED INTERNAL
2.UNSOLICITED EXTERNAL
3.SOLICITED EXTERNAL
4.UNSOLICITED EXTERNAL

STRUCTURE OF AN INFORMAL PROPOSAL

It should be noted that there is no single prescribed structure for an informal proposal.
I. Introduction
A. Purpose of the proposal
B. Description of the problem.
C. Scope or limitations of the proposal
II. Detailed discussion of the proposal solution
III. Justification of the proposed solution
A. Arguments that support the proposed solution
B. Justification of the needed resources such as equipment.
IV. Conclusion
A. Benefits and risk of adopting the proposal
B. Call to action (specify what you want the target reader do next)
C. Contact person for further information.
 PRINCIPLES OF RESEARCH WRITING
RESEARCH- is essential in the academe, industry, governance or in any organization.
RESEARCH-is a systematic and scientific way of investigating and gathering information to
answer a particular problem, establish facts, and reach conclusion.

QUALITIES OF EFFECTIVE RESEARCHERS

1. They must be organized especially with time.
2. They must highly motivated and creative.
3. They must read often to get new ideas and identify knowledge gaps.
4. They must be effective communicators.
5. They must be participative and collaborative.
6. They must be analytical and critical about matters relevant to them, to others, or to the
society.
7. They must be open-minded and good listeners.

PARTS OF A RESEARCH PAPER

1.TITLE PAGE- contains informative title (i,e., describes the content of the paper), name of
author/s with their addresses or affiliation, and date submitted.
They are different types of titles according to Derntl 2004.
Types Description Examples
Descriptive Describes what the paper is Investigating the Impact of
about ASEAN Integration Policy on
Higher Educational
Institution in the Philippines.
Declarative States the results of the ASEAN Integration Policy
research Impacts Higher Educational
Institution in the Philippines.
Interrogative Poses a question Does ASEAN Integration
Policy Impacts Higher
Educational Institution in the
Philippines?
Compound Combines two titles and Does ASEAN Integration
separate them with a colon Policy Impacts Higher
Educational Institution in the
Philippines? : An Empirical
 Study

2. ABSTRACT- contains the summary of the findings and conclusion.

An abstract does not contain any citation and a great deal of statistical result. Its length ranges
from 100 to 250 words.
 Background Motivation: Why was the research conducted (30%)
 Aim/Purpose/ Problem Statement: What is the purpose of your research? (10%)
 Methods: What methods or techniques did you use? (10%)
 Results: What are your most important findings? (40%)
 Conclusion: What are your conclusions? (20%)
3.INTRODUCTION- explains the current state of field and identifies research gaps. It also
presents your research focus in a way that it addresses the identified gaps and puts the research
topic in context.

General

Current State of the Topic

Knowledge
Gaps/Problems
relevant to the Topic
Purpo
se/
Probl
em
State
ment
Specific

4.LITERATURE REVIEW- contains the summary and synthesis of all available sources
directly related to your study.
5.METHODOLOGY- contains how you proceeded with the conduct of your research. This
section contains the context and participants, instruments used, data-gathering procedure , and
data analysis.
6.RESULTS- factually describes the data gathered. It usually contains tables and graphs that
summarized the collected data.
7. DISCUSSION- presents the why’s of the results. This section provides an explanation of all
the results in relation to the previous studies presented in the literature review.
8. CONCLUSION- contains the restatement of major findings, limitations of the study,
recommendations, and implications.
9. REFERENCES- contains the different sources you used in your study. These may be
academic books, journals, and other online sources.

SELECTING A TOPIC
Selecting a topic can be daunting task because it must be informed choice, which is very crucial
especially to students. However, it can be easy because any topic will serve your purpose
depending in your interest; usefulness, value/impact, and relevance of the topic; availability of
the sources; and most importantly, your ability to write about it and finish it within a given time.
You may consider the following questions in choosing an appropriate topic research:
1. Am I really interested in this topic? Is it useful to my field of interest?
2. Is it relevant?
3. Are sources available and accessible?
4. Will there be enough time to write about it?

STRATEGIES IN GENERATING IDEAS FOR A RESEARCH

TOPIC
1.USING A PERSONAL EXPERIENCE- This refers to the use of your own personal
stories, particularly your experiences, your advocacies, and your cultural background, among
others in your academic studies.
2.DICUSSING WITH FAMILY MEMBERS, FRIENDS OR TEACHERS- This refers to
finding a subject by talking or having conversations and discourses with your parents,
siblings, relatives, and teachers.
3.FREEWRITING- This refers to writing continuously without giving attention to the
grammar, style, coherence, punctuation marks, or even penmanship.
4.LISTING- This refers to listing down key terms related to your interest of study.
5. WEBBING OR CLUSTERING- This refers to creating a web or cluster of ideas around
a primary idea.
6.ASKING QUESTIONS- This refers to asking questions focusing attention on the main
related to the topic.
 SOME TOPIC TO AVOID
1. Too broad (e, g., parliamentary system [ What about it? What is your focus?])
2. Explanation of the process (e. g., Ways of protecting a student form bullying)
3. Biography or autobiography (e.g., PNoy and his journey to the Philippine presidency)
4. Trivial (e. g., A comparison of Mickey Mouse and Donald Duck)
5. Questions on morality and religion (e.g., Does God exist?)
6. Worn-out (e. g., Effects of Marijuana on mental health)
7. Too little information (Note: Always consider the availability of resources in your
library.
STRATEGIES IN NARROWING DOWN GENERAL TOPIC
Once you have decided on your general topic, you need to it narrow it down into a more
specific and focused one.
Example 1:

General Topic: Political Dynasty

Political Dynasty in the Philippines

Political Dynasty in the Philippines and

its effects
Political Dynast in the Philippines
and its effect on the Political
Specific
System
Topic: Effects
of Political
Dynasty on
the Political
Sytem in
Makati City

REFERENCING AND NOTE-TAKING SKILLS

Proper Documentation of all borrowed ideas, information, concepts, arguments, or information
for your research and other academics writings is very important
 1. To avoid plagiarism
Plagiarism is a serious offense. Plagiarism means taking and using the ideas,
information, concepts, arguments, or information of someone else intentionally or
unintentionally, without properly citing them.
2. To make your paper more scholarly
Scholarly writing means that you are able to exhaustively use related and current
ideas information, concepts, arguments, or information coming from an expert and to
properly attribute these to the original source.
3. To help your target audience identify your original source.

TWO FORMS OF CITATION

1. IN-TEXT CITATION- is citing the last name/s of the author/s or the name of the
organization, the year of publication and page number ( for direct quotation) of the
original source depending on the citation style or format being followed.
2. REFERENCE CITATION- is citing the complete bibliographic entries(author’s last
name/s , year of publication, title of publication, and name of publisher , among
others.)
Moreover, these citations are governed by rules of styles and structures which generally
published as style guides or manuals.
Some widely used styles guides are
1. APA- The Publication Manual of the American Psychological Association
2. MLA- The Modern Language Association Style Guide
3. IEEE- Institute of Electrical and Electronic Engineers.
4. AMA- American Medical Association Manual Style
5. The Chicago Manual of Style

LITERATURE REVIEW- Is an essential part of the research process. It helps

you understand your own topic and develop your own ideas. The word “literature” in a literature
review refers to a collection of academic writing on a specific topic.
STRATEGIES IN REVIEWING LITERATURE
1. Describing
2. Summarizing
3. Comparing and Contrasting
4. Evaluating
5. Analyzing
6. Organizing
TYPES OF A LITERATURE REVIEW
1.Major part of a research project such as the undergraduate and graduate theses and
dissertations.
2. Stand- alone work such as review articles published in reputable journals

STRUCTURE OF A LITERATURE REVIEW

I. Introduction
II. Concept A
III. Concept B
IV. Concept C
V. Conclusion
Example:
I. Development of and gaps in knowledge in the collaboration between the universities
and industries based on a systematic review of publications particularly in 400 articles
published between 1990 and 2016.
II. Development of collaboration between the universities and industries
III. Benefits of collaboration
IV. Barriers in collaboration
V. Conclusion
One of the best search engines for academic research is Google
Scholar(http://scholar.google.com.ph/)- data base of academic articles and texts.

RESEARCH METHODOLOGY
METHODOLOGY-indicates how you proceeded with the conduct of your research. This
section contains approach and design, context and participants, instrument used, data -gathering
procedure, and data analysis.
RESEARCH APPROACHES- are plans and procedures that are used as a guide for data
collection, analysis, and interpretation.
CONTEXT AND PARTICIPANTS SECTION- explains the number and demographic profile
or participants involved as well as the place where the study was conducted.
INSTRUMENT SECTION-present tools that you used in gathering data.
DATA GATHERING SECTION-present details on how data were collected.
DATA ANALYSIS SECTION- present how the data are analyzed, qualitatively ( coding
scheme) or quantitively (statistical tools.)

3 RESEARCH APPROACHES
1. QUALITATIVE METHOD-seeks to explore and understand meanings or phenomenon
attributed to a person,group of people organization or institution
 2. QUANTITATIVE METHOD-seek to examine relationships among variables which can
be measured,analyzed and interpreted using statistical tools.
3. MIXED-METHOD seeks to incorporate or integrate data collected from both quantitative
and quantitative method.
PARTICIPANTS-These are the target population and the samples that will serve as the subject
of the study.
TWO TYPES OF SAMPLING
1.Probability sampling provides equal and independent chance for every member of the
population to be selected as a sample .
THREE COMMON TYPES OF PROBABILITY SAMPLING:
 Simple random sampling ( SRA)- refers to the equal and independent chance of selection
for each element and the population using the fishbowl or lottery technique.
 Stratified sampling- refers to dividing the population into homogenous groups or strata
(age, gender, or economic status).
 Cluster sampling- refers to dividing a bigger population into cluster according to similar
characteristic.
2.Non-probability sampling- is used in selecting participants with specific consideration or
characteristic.